Tuesday February 13^th, 2007, 7:00 p.m. Laurel Park Clubhouse

Meeting called to order at 7:00p.m. by Bob Brooks

Attendees: Bob Brooks, Kim Clark, Manny San Jose, Rhee Nelson, Kris Milstead, Bob Martin, Buck Reese, Gerald Oliver, Anthony Simmons

Open to residents:

1. Jennifer Beresh will publish emails and phone numbers for board members on the LP web site. She suggested getting residents to use the website more to cut back on printing and delivering of newsletters. Also suggested using a box to drop newsletters in front of clubhouse so that residents could pick up a hard copy there.

2. Susan Martin suggested that it would be beneficial to read minutes of last meeting before starting current meeting. She also asked why there was a recount of board members after the annual meeting and elections were completed. Kris responded that there was not a recount and totals were accurate, but the 7^th highest member was missed – Gerald Oliver was 7^th highest.

Continuation of board meeting excluding residents: 

Bob Martin asked the attending Concord Police officer when Concord Police patrol LP and stated that during the holidays wreaths were stolen off of a house while residents were inside their home. The police officer responded that she would pass the information along to her supervisor.

Buck Reese asked if parking on the street is legal? Bob Brooks responded that it is legal and the main concern is parking on Laurel View and parking in the street median.

Bob Brooks announced that Laurel Park HOA received a letter from the city regarding a $2500 grant for landscaping in the Ryan area. Mark Hopkinson completed the original application and we must follow guidelines for using the award. Buck Reese asked if irrigation would be completed first? The irrigation will be coordinated in with completion of the grant. Bob Brooks stated we have to match the grant amounts so that we can fulfill the grant. Buck Reese asked if there is money in budget for landscaping. Bob Brooks stated that there is money and it can be used in several different ways. Buck stated that the total for the Ryan area is more than the grant plus what we set aside. Bob Brooks stated the total grant from the city has is 6K, and only given out to neighborhoods on a first come first serve basis and must meet certain criteria.

Kim Clark – asked about National night out, Bob Brooks explained National night out.

Pepper Bego is new city representative. Gerald Oliver - city is changing the way they are granting the money.

Bob read the Neighborhood Program Evaluation questionnaire from Pepper Bego and LPHOA board responded that we were very pleased with their assistance in all areas. The questionnaire was sent back to the City of Concord.

Item 2. c.

Buck Reese mentioned that burned out street lights can be reported to the City of Concord at 704-920-5555. Buck put ribbons on 11 lights in neighborhood and almost got shot by a resident by doing so. He recommended putting the city’s phone number in the newsletter with instructions for residents to call the city to report burnt out lights. Bob Brooks said there is a landscape sub-committee that should be looking at lights and reporting any that are not burning.

Gerald Oliver asked who takes care of sidewalks. Sidewalks are uneven and broken concrete. Is HOA responsible, or city? Kris will find out who is responsible.

2.d. Gerald Oliver and Anthony Simmons reported on the Recognized Neighborhood meeting with the City of Concord last month. The program is designed to take care of communities and will help with problems. The City is changing the way the grants will be handed out and it won’t be as difficult to attain. Criteria will be changed to meet new requirements. City of concord and county will be combined in this program. Chantelle D. Thompson is the county representative. Pepper Bego is the city representative. The city will set up neighborhood web pages. Bob to submit officer’s names so they can call with any problems. Good neighborhood awards for anyone wanting to participate. To beautify entrance, etc. Introduced all the people and addressed questions. Buck asked if there was good representation – Gerald said yes. Bob stated that LP was 2^nd largest community in county. Moss Creek is 1^st.  Anthony set up chat room – does anyone want to be invited to the chat room? Anthony is host.

October is the deadline to receive good neighbor awards. There will be a meeting in April regarding this.

2. e.  Spring litter clean up – Bob would like to get more representation. Kim commented that Saturday mornings are not good due to kid’s sports events that families attend. Scott Wauters noted that Scout’s could be used. Manny asked about “adopt-a-pond”.  His son pulled out lots of trash out of the pond recently. The pond is currently being maintained by pond attendant volunteers &/or spring and fall litter clean up in addition to Woodlands Landscaping. 

2. f. Bob Brooks noted Keith Fitch’s phone # is 704-791-4538. He is a battalion chief with the fire department.

3. Financial matters are handled by Herman management and Bob Martin.

a. Bob Brooks reviewed the financial report. Bob Martin spent time with Kevin Herman at Herman management today. Bob Martin suggested keeping more money in interest bearing CDs instead of low interest accts. Bob Brooks stated Bob Martin should take over working with Herman management to maximize our earnings and keep appropriate amounts available to cover expenses.

Kim Clark suggested staggering money to use as needed and to maximize earnings. Bob Martin stated that the best rates come in when banks offer specials on CDs. Therefore, some of these are not staggered based on those types of bank offers. Bob Martin will work on determining what is best.

It was noted that the swim team account included money taken in thru dues and fundraisers. The 10K has already been spent on pool supplies, etc. Last year’s budget was included in LPHOA balance sheet

Bob Brooks suggested keeping a history to keep money in better management.

Scott Wauters stated the swim team account is used separately, and does not come from homeowners. A discussion followed concerning pool lighting. The major issue with lighting is not because of swim team, but because the residents can’t use the pool after dark. Bob Martin suggested swim team do more marketing to explain how the money is spent, where the money comes from, etc. Kim Clark asked for suggestions on how to communicate the swim team’s goals.

Bob Martin explained that HOA equity is the difference between the income taken in from HOA dues and the expenditures made for the association. When the money is not spent, it goes into HOA equity. The cobblestone section needs to be split out from this number on the balance sheet. Bob further reviewed various classifications in the financial statements which are recapped below:

- master rev exp – class A assessments represent HOA dues, class B assessments represent builder dues

- capital contribution - $100 per resident at closing on new construction only

- landscaping – divided between master common areas and Cobblestone area.

- increase in electrical expenses –due to addition of clubhouse, second pool and pump for fountain and the well for irrigation

- lifeguard contract – Contract runs from February thru October and therefore the reason for amount due in February even though the pool is not open.

- administrative – expenses include management fee paid to Herman Management

LP cobblestone – landscaping – new woodland’s contract – 93 homes @ 81/month , does the HOA pay for lawns of homes that are not sold? No

Buck Reese questioned $707 miscellaneous expenditure – Kris reported that this is for repairs made to Cobblestone landscaping under the Byrd contract for which the HOA will be reimbursed.

$9K bill due to Byrd’s for things that should have already been repaired. Kris still has items that were found by Woodland’s Landscaping that may be deducted from Byrd’s final invoice.

Skip agenda items to cover Scott’s agenda items…

Scott Wauters addressed the pool’s problem with leaking. He introduced David Kilmer, manager of Kannapolis Y and West Cabarrus Y. He has given estimates to repair/resurface pool. Also has estimate on deck lighting. A proposal was submitted to clean and grout the clubhouse floor for $325.00. Proposal was approved by the board. A motion was made by Gerald Oliver, second by Bob Brooks. David Kilmer explained why the pool is leaking, valve has been repaired, $25.00 cost. Recoat pool, w/ epoxy coating, or grinding process is cheaper - - approx 1/3 of cost. Kim Clark asked if epoxy coating will last longer – approximately 10 – 15 years. Grinding is a process that can only be done a few times ($5200. est) Epoxy is approx (17K) Pool cover is about 7K. Bob stated we would have to get HOA approval. David reported that the city of concord will lease lights - - buy pole from city $1500. Lease, including maintenance - $325/month. No timers allowed, so lights on from dusk to dawn. Other cost is 19K for HOA to buy poles. Resident asked why we couldn’t swim at night? There is a NC State ordinance that governs that the pool can’t be open at night. Years before pool open ‘til 10:00.  Inspector instructed to close at 8:00p.m. Resident asked if the neighborhood was asked who uses the pool after 8:00. The board has chosen not to lease lights from the city and will go forward with original proposal to purchase lights with homeowner approval.

Board is putting together a letter to make a change in landscaping, the lights and neighborhood watch.

Rhee asked who/if the pool was inspected? Kim asked why this isn’t a warranty issue? Bob Brooks said that we went down that road several times with no success. Bob Martin said the builder should be held accountable if sub-contractors go out of business. Bob Brooks suggested having a sub-team deal with addressing the pool issue with Niblock. Rhee, along with Kim Clark and Buck Reese will take responsibility to resolve the matter in 30 days. Bob Martin stated this is a safety issue, not an option.

Buck asked if all items had been repaired and addressed. Kris stated the spindles would be fixed. Basketball goals were approved, spindles approved, cleaning clubhouse approved, cleaning will be done by Al Servicky.

Gerald Oliver submitted Keystone common area for approval. Woodlands looked at the area with Gerald and can take care of taking down sill screen fence, cut all trees, remove boulders, take away and grade it, seed it for $3,310? Rhee asked if this is by a stream? Yes, so there are laws and restrictions regarding what can be done by a stream. Buck asked if “we” own the property? Yes. Buck described the area; briar patch and then 20 yards down trees, then stream. Gerald stated builders were dumping in that area, so needs to be cleared/cleaned so that there can be a field to play/use. Rhee asked if Gerald had analyzed supplemental laws/requirements. Bob Brooks suggested that a group of board members meet there and discuss options. Time/date – Saturday 2/17 @ 9:00a.m. Board members who are available will meet.  

Buck Reese made motion to Bob Martin be allowed to proceed w/audit and approve up to $2500 for this expense and he and Kris be allowed to make decisions for small expenditures, that are included in the budget. Kim asked if we received bids for the audit. Bob Martin responded yes. Bob Martin will make sure the audit is completed appropriately. CPA is reputable and will perform “review” not audit. Bob read duties of HOA treasurer. If Herman management is to continue to signing checks for HOA, then we need to document. Bob Brooks stated Bob Martin should review all checks and books by Herman management. The by-laws give latitude to have the management company write checks with subsequent review by the treasurer. Kim stated some repairs should be discussed before decisions are made to proceed. Bob Brooks stated we need to give Kris Milstead and Bob Martin latitude to make these decisions. Bob Brooks made motion to continue to have Herman keep books, write checks, sign checks for contracted amounts. 2^nd by Gerald. Approved. This does not include anything that is not in the budget. Buck stated by-laws state 10% over needs board approval. Approved.

Kim asked if non-residents were allowed to swim on the LP swim team? Anthony Simmons responded yes.

Agenda items

3.b. Delinquent HOA dues - - Letters were sent out on Jan 23rd. Kris asked what action should be taken on Feb 23^rd? Proceed w/ lien process? LP has lien on property now.

Newsletter will contain notice that all past due HOA dues will have their key fob disabled by Herman Management.

Estimate from Woodlands for additional areas to be included in contract, Old Speedway (new entrance) and new entrance to existing back entrance. Additional cost to annual contract is $295/mo. Bob Brooks suggested that Rhee take charge of this item since she’s in charge of landscaping committee’s entrance sub-committee.

Kris asked about deeper well or adding filter system – Niblock felt this would be too expensive. Gerald Oliver is to investigate further.

Neighborhood watch program – Manny talked with Concord Police, but until we determine how many residents are willing to participate, we can’t move forward. Anthony discussed a pop-lock that is popular with criminals. This may bring some more attention to the need for a neighborhood watch program.

There were discussions of potential fence violations, which will be investigated further by the ARC.

Berm behind Ryan - - City does not require the church to do anything. If community wants to put a berm, it would be up to us to propose. Rhee stated there is a design to put in berm and trees. The association will wait until all the work is done by the church to determine if any work is necessary. 

Manny asked if the left turn lane into the subdivision will be expanded.  Bob Brooks responded that he will contact Ron Graham at the NC DOT.

Complaints that Laurel Park sign can’t be read – Kris stated Niblock is going to have someone look at it.

Meeting adjourned at 9:25p.m.